Etiquette in business has many aspects, but business meeting meeting etiquette is one of the most important. Meetings set the tone for a working relationship, so getting them right is vital.
There are different types of meetings. They can be both formal and informal and can be held with clients, customers, or fellow colleagues.
But the one thing they all have in common is that they usually result in success or failure. If you only get one area of etiquette correct in business, it’s important that it’s during a meeting situation.
Formal Meeting Etiquette
Formal meetings can take many forms. There are board meetings, management meetings, team or departmental meetings and business negotiations.
Whilst they may differ in terms of their content, they’ll usually have a similar structure overall.
Usually, they’ll have a chairperson often referred to simply as ‘chair’ who will preside over the meeting. There will be minutes to attend to which will include a record of who’s present and apologies for any absences.
There will also be a set-out agenda which will include the topics to be discussed. If you are conducting a meeting which will include references to reports, statistics or any other information, you should make sure that everybody who is going to be attending the meeting has a copy of all the necessary facts and figures.
These should be shared a good 3 or 4 days before meeting, and everybody should familiarise themselves with all this paperwork prior to the meeting. Therefore, preparation is important.
Dress and Good Manners
You should dress appropriately for the meeting and be punctual. Make sure that you switch off your mobile phone.
You might also find that you’re faced with an established, pre-determined seating arrangement. If you’re unsure about where to sit, ask. Don’t just sit down anywhere.
Acknowledge the chair, and once discussions are under way, if there is no set speaking order, it’s good etiquette to allow the most senior members at the meeting to speak first.
Listen attentively to what’s said and if you don’t agree with something, you shouldn’t interrupt mid-speech. Make a mental note of the issue (if note taking has been encouraged) and come back to that later when it’s your turn to speak, if appropriate.
When you are invited to speak, you should usually address the chair. Unless those who have gone before you have done otherwise – take your cues from their speeches.
If it’s necessary to condense your points because of time restrictions, make sure your comments are succinct. At the same time, include all of your major points and make sure that they are relevant to the matters at hand.
It’s bad manners to deviate from the main purposes of the meeting as set out in the agenda. Make sure you’re always ‘on topic’.
Informal Meetings
Informal meetings can consist of many styles and some are more relaxed than others. Often you will still have a ‘chair’ who will usually be the person who called the meeting. However, you’ll not necessarily have to follow the protocol of having minutes or a rigid, pre-determined fixed agenda.
There will be a purpose as to why the meeting was called so it’s still important to be on time and to follow the same basic procedures as you would in a formal meeting. That means letting more senior members dictate the flow of the meeting. Often in informal meetings, there’s more of an opportunity to engage in discussions or open debate.
It’s also good etiquette that if somebody cannot attend the meeting, they are still provided with all the relevant details as to what has been discussed at a later point.
Getting Meeting Etiquette Right
Meetings can take on many forms, but you need to show professionalism whether they are held formally or informally.
The key elements of etiquette to remember are to be there on time, dress appropriately, know when to speak and when to listen and be courteous and considerate to others.
Remember one golden rule, to keep your counsel about what has gone in any meeting and treat it as confidential.
More people are guilty of disregarding business meeting etiquette after the meeting has taken place by gossiping to others about the meeting or divulging information that was supposed to be confidential.
Make sure that you don’t fall into this trap as it will undo all the hard work and effort you put in at the meeting itself and this will undermine your reputation.
